Conditions for applying for Estonian Doctoral School mobility grant for doctoral students in Faculty of Science and Technology

Some important activities and tips to remember when applying for an academic mobility grant from Estonian Doctoral School in the Faculty of Science and Technology

Before going to academic mobility:

1. To apply for support, a doctoral student submits a formal application in the academic mobility work environment (on the UT website, select Academic mobility environment from Information systems and please select the program Estonian Doctoral School mobility grant, under this competition: Estonian Doctoral School mobility support for doctoral students in the Faculty of Science and Technology).

NB! When filling in the mobility application, please follow these instructions HERE.

2. You do not need your supervisor's letter of recommendation. 
3. Please add confirmation by the organizer of the conference or summer school, that your presentation has been accepted, or in case of participation in a course, seminar or other activity, confirmation of acceptance by the host institution (e.g. registration confirmation, invitation letter, etc.);Like this, Council of Doctoral Studies council has affirmation that you are expected to visit or present your presentation at the event.
4. If you are applying for compensation of conference or summer school participation fee, please add a document, where participation fee is brought out.
5. Please fill in together with your mobility application also a secondment report and do that before your travel. Add Maris Hindrikson as confirmer of your secondment report.Also, please add notification sentence in your secondment report:  "The secondment/study visit is in accordance with the University of Tartu project "Cooperation between universities to promote doctoral studies" (2021-2027.4.04.24-0003) and with goals and action plan of the project.

When filling out the secondment report, please calculate the costs of your trip correctly: 

• daily allowance is calculated for the days spent on the trip (presence + IN JUSTIFIED CASES one day before and one day after) and per day it is 32 euros.
• travel allowance depends on the distance between the starting point of your trip and your destination and it is calculated with this distance calculator, and the amount of the allowance is calculated according to the distance between cities. For example, if the starting and ending points of your trip are 2332 km apart, the travel allowance is 360 euros. You cannot receive travel support from the Estonian doctoral school above this amount (even if, for example, plane tickets cost more), travel support is calculated on the basis of the distance between the start and end points of the trip.

• Accommodation allowance is paid which is paid for the duration of the event abroad and, WHERE JUSTIFIED, for one night before and one night after the event. For example, if the conference is held during 20-23.09 and the trip home takes 1 day after the conference, the total number of nights spent abroad is 4, so the final amount is 4 x 80 euros = 320 euros.

• Participation fee. NB! Estonian Doctoral School does not reimburse social dinners or membership fees or  excursions included in the participation fee. Bank transfer fees and VAT are not eligible for funding and are not reimbursed. 

6. NB! The first slide of the presentation must have a logo. To do this, please add the logo according to the instructions, which can be found in the Estonian and English files prepared by the National Support Center. In case of violation of the notification requirements, study travel expenses are not eligible and will not be reimbursed by the Estonian Doctoral School. 
7. When booking tickets for a trip and paying for accommodation, keep invoices and bank payment orders. You'll need them later!

Being in the academic mobility:

1. Keep your electronic boarding passes.
2. Confirm that your presentation has a logo!
3. Ask for a certificate of participation from the organizers.

After return from your academic mobility:

1. In five days from your trip, submit your mobility activity report, digitally sign it and add it to the secondment report.
2. Add boarding passes, invoices for plane tickets (or for bus or train or any other means of transportation services) to the secondment report, as well as bank payment orders confirming payment of these invoices.
3. If you want accommodation allowance, please add accommodation bill and its payment order.
4. Official confirmation letter from the conference organizer.
5. Front slide of your presentation, where the correct logo is visible.
6. Conference program.

Decisions in the Faculty of Science and Technology concerning academic mobility from Estonian Doctoral School

In 2025, there will be two rounds of mobility grant for doctoral students in the Faculty of Science and Technology:

(1) 1.-15. April 2025

(2) 1.-15. October 2025

A doctoral student in the Faculty of Science and Technology at University of Tartu can apply for a mobility grant once during the Doctoral School period (2024-2029) with a maximum amount of 2000 euros.